Account Coordinator

Account Coordinator I

Location:

Irvine, CA 92612 (Hybrid – 3 days onsite)

Duration: 12+ months (possible extension)

Pay Rate: $22 - $23 per hour.

1. Manages the day-to-day details of projects and supports account team on project management as needed. This includes helping with project routes within internal routing system, regulatory/medical review system and final completion to print or go live.

• Understands the details and relevance of all jobs to communicate effectively with all Agency personnel to ensure assigned projects are correctly executed on time and within budget. Helps troubleshoots to ensure schedules are met.
• Assists account team in providing input for Creative Team and participates in creative development sessions.
• Prepares projects for submission to Veeva. This includes appropriate reference approval within Veeva librarian, Veeva job creation, and Veeva project uploads. Coordinates with account team and APC coordinator regarding cycling and approval of projects within Veeva. Maintains a Veeva tracker that includes status of all projects within the Veeva review system. Reviews and provides to account team Veeva comments to determine action/next steps
• Coordinate live client meetings, this includes conference room set-up, ordering and organization of meals and clean up

2. Handles projects and monitors billings for assigned Client projects.

• Ensures that all Agency paperwork, estimates, and billing are correctly completed and filed.
• Completes and maintains an estimate tracker to determine project status and billing, shares tracker across departments
• Supports budget lead in inputting appropriate billing per project on a monthly basis

3. Responsible for the initiation and maintenance of all documentation required for effective account management/project management:

• Assists account team with administrative work such as opening jobs, reports, archiving, and organizing files.
• Creates, updates, and distributes Client and Agency status reports on a regular basis in accordance with account needs.
• When applicable:
  Writes and distributes detailed conference reports for Client and Agency meetings on a timely basis.
• Lead contact with Production manager across all new jobs and reprints
• Manages inventory and communication with TIM warehouse, monitors inventory levels and alerts account team when levels are low for reprinting consideration
• Maintains agency samples and organization
• Organizing and saving all appropriate status reports, steering comments, timelines, final PDFs of projects onto account server location. Maintain organization of server as needed.

• Experience and education equivalent to a B.A. and/or B.S. and up to 2 years of professional experience in project management, advertising or a service business discipline.

• Ability to prioritize, review the work of others and work in a fast-paced, rapidly changing environment.
• Special project handling and multi-tasking.
• Excellent interpersonal and communication skills, both written and oral.
• Team-player
• Must be a self-starter, driven for excellence
• Ability to work independently and exercise sound judgement and discretion in the handling of sensitive confidential matters.
• Well-versed computer skills in business applications (excel, word, PPT, adobe)
• Exhibit potential for continued career growth.
• Understanding of businesses, culture, and financial processes